Administrative Assistant

This job was posted by https://idahoworks.gov : For more information,

please see: https://idahoworks.gov/jobs/2539711

#### Job Description {#job-description role="heading" aria-level="2" uw-rm-heading="level"}

The Administrative Assistant performs a wide range of office support

functions using independent judgment in applying existing policies and

procedures to complete assignments and respond to non-routine inquiries

and explain department/division services, policies, procedures and

rationale for decisions to customers. The position serves as a point of

contact for staff and/or the public to know whos doing what and where,

and to coordinate office functions and perform

clerical/secretarial/administrative support duties with considerable

independence and discretion in applying policies and procedures.

The position may be assigned to manage and maintain one or more

department specific databases, requiring knowledge of department

programs and objectives. The job includes research, compilation and

organization of materials/data for staff use and/or preparation of

reports or presentations. Duties include composing correspondence on own

initiative or from general instructions, formatting and typing a variety

of sensitive, confidential, official and/or legal letters and documents.

The Administrative Assistant position assists in invoicing, processing

accounts payable and accounts receivable, payroll and time records and

includes preparing required reports (daily, monthly, annually), and

maintaining related files.

The position maintains office records and files, coordinates

communications, and provides support for various meetings. The position

may be assigned special projects.

The Administrative Assistant works independently under limited

supervision following prescribed policies, procedures and guidelines

requiring initiative, independent judgment, confidentiality, sensitivity

to customers and meticulous follow through.

Work requires attention to detail and good organizational skills, and is

reviewed for adherence to instructions, accuracy, completeness and

conformance to standard practice or precedent. The job works in a

general office environment with a moderate noise level.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**

• May perform special projects that may require independent research
  
  

and analysis, handles difficult or upset citizens, researches

problems, prepares and maintains reports for specific department

functions, manages/maintains various department specific database,

composes correspondence, and prepares reports on selected issues and

processes. May dispatch calls in some departments.

• Creates and closes files or work orders, compiles and monitors
  
  

report data, and enters data into database software; coordinates

responses to constituent emails and communications by providing

direct responses or directing inquiries to the appropriate unit or

person; and provides support for various meetings, including

transcription.

• Interprets governing regulations, policies and procedures as needed
  
  

to assist customers or other staff, and maintains files, records and

department contracts.

• Answers inquiries and provides information to the public, other City
  
  

departments, businesses and private individuals.

• Performs other duties as assigned. Nothing in this job description
  
  

restricts managements right to assign or reassign duties and

responsibilities to this position at any time.

• Performs all work duties and activities in accordance with City
  
  

policies, procedures, and safety practices.

• This classification is distinguished from the Department Specialist
  
  

by the overall complexity, difficulty and independence required for

the position. Guidelines and precedents to follow are less detailed

and explicit than the Department Specialist.

**ACCEPTABLE EXPERIENCE, TRAIN ING, LICENSES AND/OR CERTIFICATIONS**

• High school diploma or GED;
• Preferred Associates Degree in Office Practices or related field;
• Three (3) years related administrative support experience,
  
  

preferably in a governmental environment.

An equivalent combination of education and experience that provides the

Required Skills, Knowledge And Abilities To Successfully Perform The

essential functions of the position may be considered.

• CLASSIFICATION REQUIREMENTS**\
  
  

The requirements listed below are representative of the minimum

knowledge, skill, and/or ability required for an individual to

satisfactorily perform each essential duty satisfactorily and be

successful in the position.

*Knowledge of:*

• Department programs, objectives, policies and procedures;
• Customer service principles and procedures;
• Database management;
• Principles and procedures of record keeping and reporting;
• Modern office functions, management, processes and procedures;
• Operation of standard office equipment and a personal computer and
  
  

job-related software applications for word processing, spreadsheets,

Desktop Publishing And Other Required Applications.

*Skill and Ability to:*

Coordinate and monitor administrative functions to ensure efficient and

accurate work flow and related produc